Frequently Asked Questions

The Recorder of Deeds Office is a depository for documents having to do with land transfer and ownership, including ownership deeds,  Deeds of Trust (mortgages) and other encumbrances.  The Recorder of Deeds also issues marriage licenses.  The Recorder of Deeds retains Service Personnel records (DD214) that have been brought in person by Service Personnel.   All functions, services and fees of the Recorder of Deeds office is governed by Missouri State Statues.

There are 3 ways to obtain a copy:

1. Stop by in person. Anyone can pick it up. The cost would be $9 per copy.
2. Send a written request to Recorder of Deeds, 729 Maple Street, Hillsboro MO 63050. Include a check for $9 per copy and a self-addressed stamped return envelope. Include the names of the bride and groom as they would have been on the application and the approximate date of marriage.  Also include a daytime phone number in case the clerk has any questions.  
3. Order over the phone with a credit card by calling 636-797-5414.  The cost is still $9 per copy but a postage fee of $.55 and a convenience fee of $1 will be added.

Due to Covid, hours for marriage license application are 9 AM to 4:00 PM, Monday through Friday, BY APPOINTMENT ONLY.    To avoid delays, be sure you and your fiance come together, bring valid government issued photo IDs (usually a driver’s license) and $51 exact cash or credit card only (credit card convenience fee of $2 added by the processing company). We will ask for social security numbers, but do not need to see the cards. If either party has been married before, we need the exact date the marriage ended. We do not need to see any paperwork.  You will receive the license the same day you apply.  It must be used within 30 days or you will have to reapply (additional fee applies).

A Warranty Deed is an instrument by which the buyer obtains title to the piece of property being sold. The seller warrants that he has not encumbered the title and guarantees that his predecessors have not encumbered the title.

A Quit Claim Deed is an instrument by which Current Owners can add an additional owner, remove an owner, change a name or correct inaccurate information.  

A Beneficiary Deed (or Time of Death Deed) shows the intent of the Current Owner at the time of their death.

A Deed of Trust, also know as a mortgage, is a lien on property to ensure payment of the money due to a lender.  It is a separate document recorded in the land records.  Every time a loan is made (or refinanced), a new document is recorded.   Once a Deed of Trust is paid off (or refinanced), the lender is required to record a Deed of Release referencing the specific document number of the Deed of Trust being shown as paid.

All documents are considered legal in nature.  The Recorder’s Office is not licensed to practice law.  Therefore, the Recorder of Deeds office cannot prepare documents for you.

It is the policy of the Jefferson County Recorder of Deeds office to not notarize the same documents we are recording.

The primary evidence of ownership of land is not so much as to the deed itself as to the recording of the deed. Once recorded, the deed is returned to the new owner who usually deposits it in a safe place with his or her important papers. However, if misplaced or lost, a copy may be obtained from the Recorder’s Office and certified with the Recorder’s signature and official stamp or seal. This will suffice for the original deed.  There are a number of ways to obtain a copy:

1). Stop by in person.  Copy costs are determined by the number of pages in the document ($2 for the first page plus $1 for each additional page).  An additional charge of $1 to certify the document (all fees are set by Missouri State Statute).
2). Call  636-797-5414 with your credit/debit card.  Copy costs are the same as in Option 1 but there is also a convenience fee of $1 (charged by the credit card processing company) and postage fees apply.   

As providing blank forms can be construed as providing legal advice, the Recorder’s Office no longer provides any type of skeleton or generic forms.  Some types of documents can be obtained online but the formatting must comply with Missouri State Statutes.

There is a “pay per search” system. The cost is $8.95 per search plus $1 per page for copies. This site is only recommended if you do minimal searches.

The other online search options are subscription based. Laredo is a software program you can install on your computer.  A signed User Agreement provided by the Recorder is required prior to access.  There are multiple plans available.  All copies are included. This database covers April, 1985 and continues through the present. To search records March, 1985 back to 1817, there is a hosted site, COTT Systems,  It is also subscription based.

If you would like to subscribe to Laredo (PDF), simply fill out the attached and return it by fax or email to Debbie Dunnegan-Waters. To subscribe to Cott, follow the instruction on the homepage of that site.       

The Recorder of Deeds never sends reports of any kind to any Credit Bureau or credit reporting agency.  However, there are legitimate companies that research our records to provide public record information to other entities.

A document goes through a number of steps before the document is returned to the patron.

1. The document is checked for dates, signatures, spelling of names, complete acknowledgments, and, depending on the type of instrument, any other information that is needed before recording.
2. If all information is correct, the document is accepted and priced according to the number of pages it contains.
3. The document is then stamped with the date and time, given a Document number, and then sealed on the top of the first page.
4. The document is scanned.
5. The document is then indexed into the computer system by Grantor and Grantee name.
6. The document is then checked again to see that it was correctly entered into the computer system and then the document is returned to the proper address.

Yes, you can, but the Recorder always recommends the retention of an attorney or Title Company for this important process. The Recorders Office is a recording agency and is prohibited by state law from making out deeds or answering those questions which pertain to legal matters.

There is a computerized index of Grantor and Grantee information that is available in the Recorder’s vault for public use. Grantor means the seller and Grantee means the buyer. In order to locate a copy of your deed, you would search for your name as the Grantee since you are the one that last bought the property.

Once you ascertain the year that you purchased the property, you will utilize the computer index  to look up your deed. Within these indexes, you will find your full name arranged alphabetically, which will refer you to a book and page number.

As long as you have a Letter of Good Standing from an organization licensed in the State of Missouri, you are good to go.  We do not need to see any credentials from you.  The couple will come in and get their license.  They will hand it to you.  Never perform a marriage ceremony for anyone that does not already have the license in hand or if the issue date is more than 30 days.  

Once the marriage has been performed, it will be your responsibility to complete the bottom portion of the license and file it with the issuing Recorder’s office within 15 days of the ceremony.  This office always provides a return envelope, but the couple will not always pass it on to you.  If that is the case, our mailing address is Recorder of Deeds, 729 Maple Street, Hillsboro MO 63050.

No, property must be recorded in the county in which it is located.  It is the submitter’s responsibility to be sure documents are presented to the proper county.  

The State Legislature sets the fees (PDF) that we are allowed to charge for recording documents. The fees charged go, in part, to the State Land Survey Office to update the state surveys and to keep vital land records and surveys. The State Land Survey Office also police the registered surveyors.